For services provided to outside customers such as a sorority/fraternity or the City
of San Jose, an invoice will need to be issued by Accounting Services. To request
an invoice to the outside customer, complete the Billing Request to Outside Customers (xls) and return it to Accounting Services.

Other Funds

Per directions from the Chancellor's Office, cost recoveries are no longer allowed
in the CSU Operating Fund (PeopleSoft fund 70000). To comply with this directive while
minimizing disruption to the campus community, Finance has created funds in the 77xxx
series (for cost recoveries from internal university departments) and the 78xxx series
(for cost recoveries from outside organizations). Certain departments that have a
large volume of cost recoveries have been given their own dedicated funds in these
series. All other departments may use the following funds for cost recoveries from
auxiliary organizations.

Fund

Fund Description

Organization Billed

Project Prefix

Cost Recovery Account

78005

Cost Recovery - RF

Research Foundation

F

580095

78006

Cost Recovery - TF

Tower Foundation

T

580095

78007

Cost Recovery - SU

Student Union

SU

580095

78008

Cost Recovery - SS

Spartan Shops

SS

580095

78009

Cost Recovery - AS

Associated Students

AS

580095

Departments incurring an expense that was to be reimbursed by an auxiliary organization
must use one of the funds list above and the appropriate project ID. When billed,
revenue will be credited in the same fund to the cost recovery account shown above.

Example 1

A department pays a faculty member's release time salary. The university invoices
the Research Foundation.

Requisitions or Direct Payment Vouchers in Financial Transaction Services for expenses
to partially reimbursed by an auxiliary organization

Expense Journals or Interdepartmental Expense Transfers in Financial Transaction Services
reclassifying an expense to a project with one of the above prefixes

Whenever possible, expenses to be charged 100% to an auxiliary organization should
be paid directly via that organization's procurement system, rather than being paid
by the university and coded for reimbursement as described above.